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Introduction
Over the last few years, NTEN has been working with nonprofits to understand how to better wrangle all the
data they’re creating and that’s available to them into improved results—more mission impact. In 2010, we
organized an online workshop we affectionately titled “Taming the Data Monster.” That workshop focused on
the data and “story” side of the equation: how to translate the data you have into a snapshot of the work you
are doing today (and yesterday). The workshop was designed for the Communications and IT Staff who have
the task of collecting and distributing data in effective and meaningful ways. But what about the steps an
organization has to take before collecting or analyzing the data? How do we determine which data matters in the
first place, and how that data will impact the direction of our work?
In 2012, NTEN was able to survey a sample of US nonprofits to find out how they were doing when it comes to
being data-driven: were they collecting data and tracking metrics? Were they finding that data useful for making
organizational decisions? With the financial support of Google and the research expertise of Idealware, we
published the 2012 State of Nonprofit Data report which indicated that nonprofits weren’t having success with
those strategic steps in the equation: almost all nonprofits were collecting and tracking some type of metrics,
but only a small fraction were finding that data useful for making decisions that impacted their programmatic
work. Clearly, there was a disconnect between the tactical work of collecting and tracking data and the strategic
work of defining and using the data for the organization’s mission.
With this workbook, we hope to provide nonprofit leaders with a set of worksheets that will help guide thinking
and planning around more effective data strategies.
While these worksheets are part of the strategic process of defining the right questions, metrics, and plans for
effecting data-driven decisions, and this workbook is designed for nonprofit leaders—executive directors, board
members, and other organizational leadership staff who develop strategies and are responsible for making
organizational decisions—it will be helpful to include input and discussion from various staff. For example,
worksheets 4 and 5, especially, could benefit from input from your program, communications, and data or IT
team members.
Overall, we acknowledge that it’s important that your entire team buys-in to the strategy—data collection,
analysis, and reiteration is a cultural shift for many of us, and it’s something that can’t be done once or
intermittently or inconsistently across your organization if we’re going to be more effective. All of this takes
investment of time and resources as well as vision. That’s why this workbook includes worksheets that will help
you think through the “onboarding” and budgeting processes as well.
You may want to go through this workbook separately for various projects or go through it again to re-define
or update your metrics. In any case, we hope you’ll find this workbook helpful for launching or improving data
strategies that will impact your organization’s work.
We’d like to thank Google for providing financial support for this project, and Idealware for helping us produce
this workbook.
Annaliese Hoehling
Publications Director, NTEN
Welcome ................................................................................................................................................................ 2
Worksheets
1. Define Your Action Question.................................................................................................................... 3
2. What Does This Question Mean To Your Organization? ............................................................................... 5
3. How Will You Know What the Right Metrics Are? ...................................................................................... 6
4. What Could You Measure? ................................................................................................................................. 7
5. What Data Do You Have? ............................................................................................................................. 9
6. Find The Metrics That Make Sense For You ................................................................................................ 10
7. The Metric Creation Process ............................................................................................................................... 11
8. Define a Process for Using Them to Make Decisions ................................................................................. 12
9. Create an Implementation Action Plan ........................................................................................................ 13
About NTEN and Idealware .................................................................................................................................. 15
Could you use more help thinking through how to use data to help your organization make decisions? If so,
you’re not alone. Our recent report on how nonprofits are using data showed that although some organizations
are relying heavily on data, a number were doing very little to measure their work.
Measuring may not be as difficult as you suspect. When we talked to experts, they agreed that simply starting
to track a few strategic metrics was a huge step toward a more data-based culture. Once your staff has data that
they can use to make decisions, they will often start to want more. A few, straightforward metrics can start the
snowball to a more broad-based program.
Getting started isn’t a trivial process, however. What metrics will be useful and actionable—but not require a ton
of time to collect and understand? How do you define and communicate data in order for your organization to
make decisions?
This workbook will help you with those questions. If you have a vague idea of what you’d like to measure,
you can start with the first worksheet and proceed in order through the workbook. It will walk you through
the process of choosing and refining initial metrics, defining how you will collect the data, and explaining
how to disseminate that data for decision making. If you’re further down the path than that, feel free to pick
and choose the worksheets that make sense for your needs. You may just want to think about the process for
creating and using your metrics or narrow down a list of metrics that will have the most impact.
As you’re thinking about data-based decision making for your organization, don’t forget the other resources in
this research series. The 2012 State of Nonprofit Data report provides information about what nonprofits are
doing with data and the factors that contribute to (or impede) success. We’ve also gathered ten case studies
outlining how ten different organizations are using data to make decisions. They are available online in NTEN’s
case study section..
Don’t feel overwhelmed by data. The journey to data-based decision making, like any, begins with the first
step. In this case, you can begin with the first worksheet. Once you start defining the metrics that will help your
organization, you may find that it’s easier than you thought.
Now define a particular action question within that area. It’s not
going to be easy—your action question must be specific enough to
be measurable and to help you decide how to move forward, but also
important enough to really matter to your organization. Let’s start by
brainstorming. we’re looking for? Try to think of
3.How can we mold employees into CSR experts? open rate?” is too narrow and it’s not
Will the answer Will your actions as Can numbers help Is the question testable?
to this question an organization affect you answer the Can you create a hypothesis
help you improve the answer to this question? about a potential answer,
as an organization? question? and then test it?
Yes/ Why or why Yes/ Why or why Yes/ Why or why Yes/
QUESTION No not? No not? No not? No Why or why not?
YES It improves customer YES Yes, can help mold YES After every call YES We can review points given by caller
satisfaction with them into better Customers are and refer back to calls to asses. Can
organization. customer service asked to rate how be tested by reviewing stats
1. agents. satisfied they are
with the agent
quarterly in conjunction with
training to see if there is
who took their call improvement.
using point scale.
YES Helps promote other YES Further educating YES System YES Can keep track of cross sells
products we have to agents on other automatically quarterly. Compare their stats from
customers. Credit products could help keeps tab of each when they had no knowledge of
cards, lines of credit, make them feel cross-sell made. other products to when we’ve
2. CDs etc. comfortable enough to trained them about other products.
pitch a cross-sell.
YES Being experts means YES Addressing strengths YES At the end of call YES Can refer to points given by
they will have what it and weaknesses and customers can rate customers as well as modules that
takes to better serve adding training in their agents’ level of measure each agents’ level of
our customers calls of areas where they come expertise in reason expertise quarterly to see if any
3. concern regarding short could improve for their call using improvements have been made.
their accounts. agent’s expertise. point scale.
YES Prevent employees YES The organization YES can have agents’ YES Review quarterly our affects of
from feeling burn out. assisting in managing complete surveys aiding agents with stress that comes
stress could help anonymously with the job using the anonymous
improve employee about how surveys and see if the percentage of
4. morale and stressed they feel those feeling stressed has
absenteeism. and review the decreased.
percentages.
YES It cost money to train YES Actions could help in YES By keeping track of YES Organization can compare data
new employees who retaining agents. how long yearly to see if their actions of
replace the ones who employees stay addressing causes of turnover has
left. So finding a way with organization. improved agents’ tenure.
5. to keep employees
from leaving could be
good for org.
Think through the answers you gave above. For one or more of the questions, were you able to answer “Yes” in
all of the boxes? If so, pick one of those questions to explore with this workbook, or combine multiple questions
together to define one overarching question. (Note that if you combine multiple questions into one, you might
want to plug it into the table above to make sure it fits all the criteria.)
Write your question here:
How can we improve customer service?
Did you answer “No” to at least one of the criteria for all of your questions in the table above? If so, those
questions will be difficult to answer using metrics. Brainstorm some other questions that are important but
also measurable to get to a place where you can define an action question that will be the framework for the
remainder of this workbook.
What would different people in your organization want to know about this question in
terms of how it affects their own jobs? How much does each care about the information
at all? It’s likely that there are a number of different perspectives about it. Not sure what
people would like to know? Ask them...
In the mock organization chart below, do two things:
• In the small box in the upper left, define how important the information would be to each type of role in
your organization (High, Medium, or Low).
• In the larger space in each box, list some of the key pieces of information that a person in that role in
particular might be interested in seeing. Don’t worry about what’s possible or practical just yet, simply
brainstorm what they’d ideally like to see.
High
Financial gains -is org on right path Stakeholder what
• Summary of to generate more they have to gain and
attendance numbers profits lose
• High level
demographics
Now that you’ve thought that through, do a reality check: Do other people care about this question too?
If you’re the only person who really cares, is it an important question for your organization?
Soon we’ll define metrics to help you answer your question. Metrics provide a numerical
yardstick to help you determine whether your efforts are making a difference—and if so,
in what direction. Before we go too far down that road, think through how you’ll judge
whether the metrics will actually help you define what you really want to know.
There are different ways to think about this. Pick one of the questions below that seems
to make the most sense in the context of your overall action question and write a brief
description of what success will look like in this process.
1. What specific decisions do you want to be able to make based on the answer to your question?
I would like help employees become strong customer service agents by making the necessary changes to achieve this goal.
2. ...OR What things will you need to understand in order to feel you have real knowledge to address your
question?
What areas are agents falling short to provide them will the tools necessary to improve and serve better customer service.
3. ...OR Will any answer to your question feel like success, or will you need to achieve a specific result to feel
successful?
There are a lot of different things you could measure for any given thing. Brainstorm the
different actions you could take that might have an impact on your overall question and
the metrics you could use to measure it. A metric is a number—often either a count or a
percentage—that measures your success in an area.
1. WHAT ACTIONS COULD YOU TAKE THAT WOULD HAVE AN IMPACT ON YOUR ACTION QUESTION?
Do you have the If you were to To what extent Now sum
ability to affect the measure this, would seeing a To what extent would up the last
What metric measurement? Is how many measurement your org’s actions three columns
Action could you use to quickly result in a
it something you people in your for this help you to create a
measure this? could change through organization improve your change to the Usefulness
your actions? would care? organization? measurement? Score
2. WHAT ACTIONS COULD YOUR CONSTITUENTS TAKE THAT WOULD AFFECT YOUR ACTION QUESTION?
Do you have the If you were to To what extent Now sum
ability to affect the measure this, would seeing a To what extent would up the last
What metric measurement? Is how many measurement your org’s actions three columns
Action could you use to quickly result in a
it something you people in your for this help you to create a
measure this? could change through organization improve your change to the Usefulness
your actions? would care? organization? measurement? Score
1= Very hard to
For instance, # 1= Almost No One 1= Only slightly
participants, % see change
Answer Yes or No. 5= The Whole 5= Completely 5= Actions visibly
satisfaction, # units Organization transformed
provided. change metric almost
immediately
Customer satisfaction yes 5 5 5 15
survey
Customer point Points given yes 4 5 5 14
scales
Draw a line through anything in the table above that you said in the third column you didn’t have control over.
Here you should be focused on being able to measure and improve your own actions, so measurement of
external factors is less relevant.
For the rest of the rows, based on which have the highest total score in the righthand column and your gut
reaction to how well the total score reflects reality, choose six that seem promising for exploring your action
question. For each, copy the metric, from the second column, and the overall sum for that row into into the
table below.
The next step in this process is to identify the data sources for the metrics you’ve said
you’d like to track (if you can’t collect the data, then you won’t be able to track that
metric). For each of the six metrics you defined on the previous page, think through the
data you have that relates.
Metric (from What related What related data What additional What related data Looking across what you’ve
previous data is currently is automatically relevant data about could you get from written for each column,
worksheet). manually entered tracked by a system? actions, perceptions, other organizations or score the overall ease of
into a system? or processes could public sources? collecting data
your staff collect that to get this metric.
they aren’t currently
collecting? 1= Would require vast new
investment
10= We already have it
Collect data Complaints, agents Points, dead air , Are complaints Ways to improve 10
-satisfaction attempt to resolve call time about agent or customer service
-point system problem organization?
Analyze Agents attempt to Customer filing What are the What customers 8
complaints deescalate call and complaint majority of complain most
- provide customer complaints about about call center
dissatisfaction with more as a whole bank agents
information
Look at points Management Points given by How reliable is the What do customers 10
scored notating points customer point system usually score bank
collected by agents agents
-numbers
You’ve rated the usefulness of each metric (in Worksheet Four), and the difficulty of
getting the data (in Worksheet Five). Now plot each metric using those two scores.
15
14
13
12
11
10
9
USEFULNESS
0 1 2 3 4 5 6 7 8 9 10
EASE OF COLLECTING DATA
It likely makes sense to start with the metric that is closest to the top and If your metric had a sum of 6
right of the plot. Choose one metric (or a small number) that will provide
you the biggest bang for the buck. As you grow comfortable with that
metric, you may want to add more that also seem useful into the mix.
What metric will you start with?
Collect data provided by customer surveys
Even if the data is readily at hand, the metrics won’t create and distribute themselves.
It’s important to map out the flow of how the data will become an accurate metric—both
to make sure you’ve thought it through, and to acknowledge the actual work that will be
required from your staff to ensure success. Think through this process for your metric.
How will you spot-check to ensure the metric accurately reflects reality?
Listen and screen calls that have raised concerns to make sure customer’s complaints aren’t made out of malice because heshe
didn’t get a refund or what they wanted that was against policy and procedures.
You not only need a process for creating your metrics—you need a process to actually use
them. This is one of the most critical steps. If a metric measures in a forest with no one
around to hear it, it does not make a sound...
How frequently will you check in on whether the metrics themselves are an effective way to measure what you’re trying
to measure?
Quarterly
Supervisors meetings
Consider what tools can be provided to agents to assist in improvement. Workshops, modules, trainings
Make sure training goes with issue trying to solve get right tools
Those are your next steps–but they’re probably not in the right order.
Go back through that list and decide what you should do first: Talk to some people? Define a process? Put
a number 1 next to that step. Determine what’s next and put a number 2 next to it. Continue through the whole
list until you have an entire action plan in approximately the correct order.
And then… go start with the first item on your list!
About Idealware
Idealware, a 501(c)(3) nonprofit, provides thoroughly researched,
impartial and accessible resources about software to help nonprofits make
smart software decisions. By synthesizing vast amounts of original research into credible and approachable
information, Idealware helps nonprofits make the most of their time and financial resources.
Idealware specializes in combining traditional research techniques like interviews and surveys with software-
selection methodologies—like detailed ratings of software tools against a rubric—to generate important new
knowledge on affordable budgets. We then package our findings into approachable reports, articles, and
trainings that help nonprofits make the on-the-ground decisions important to them.